Administrative Assistant – Full Time

Overview

Starting Salary: $45,00

Status: Full-Time

Department: Recreation, Arts & Culture Department

Nature of Work:

Advanced, highly responsible administrative work coordinating varied management functions in the Recreation, Arts & Culture Department. An employee in this position performs complex administrative work for the Village.

Illustrative Examples of Essential Duties:

• Provides varied and challenging administrative aide and clerical services for the Recreation, Arts & Culture team.
• Prepares drafts and accurate final versions of correspondence, reports, documents, and memoranda; completes forms on behalf of the Parks & Public Spaces staff. Reviews documents for accuracy, completion and conformance to established procedures.
• Assists in the preparation of departmental budget.
• Coordinates and supports special projects performed by the Department by closely working with consultants and outside vendors.
• Assists a higher-level administrator in all clerical duties of the department.
• Compiles, assembles, and completes data for meetings, hearings, reports, bulletins, community events, and presentations.
• Coordinates meetings and logistics for meetings, as needed, for Department Director, maintaining the Director’s calendar.  
• May be required to attend department meetings and take meeting minute notes as needed.
• Assists in coordinating annual trainings for department employees.
• Assists with collecting, reviewing, and submitting payroll for department employees.
• Assists with collecting, reviewing, and processing invoices for payment on behalf of department administration.
• Receives, interviews, handles, and refers callers and office visitors.
• Supports in preparing council-related items, including memos, agreements, resolutions, summaries, etc.
• Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the Village to the public in a friendly, helpful, and professional manner.
• Handles procurement for all administrative office supplies in the Recreation, Arts & Culture Department.
• These essential job functions are not to be construed as a complete statement of all duties performed. Employees may be required to perform related work as needed by the department and Village.
• All Village employees may be required to perform duties related to emergency management and disaster recovery efforts in the event of a natural or man-made disaster.
• All Village employees may be required to attend Village events during and outside regular working hours.

Knowledge, Skills, and Abilities:

• Knowledge of modern office methods, procedures, and equipment.
• Some knowledge of commercial or governmental bookkeeping principles and procedures.
• Skill in the use of personal computers and ability to learn the Village’s software programs.
• Ability to maintain routine records and to prepare letters, documents, and simple financial reports accurately, in a timely manner, and with attention to detail.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to make and verify computations quickly and accurately.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Desire to be proactive and create a positive experience for others.
• Ability to fluently read, write, and communicate in English is required.

Education and Experience:

• High School Diploma or equivalent GED required; Associate degree preferred.
• Minimum of 1-3 years of administrative/office/clerical experience required.
• Experience in parks and/or recreation department would be preferable.
• An equivalent combination of training and experience may be substituted.

Essential Physical Requirements:

• Regularly required to stand, sit, see, speak, hear, and use hands and fingers to operate a computer, telephone, or other electronic devices.
• Occasional light to moderate lifting of office products and supplies may be required.

Environmental Conditions:

• Moderate noise (business office with computers, telephones, printers, fax machines, photocopiers, filing cabinets, and light traffic).
• Ability to work within a confined area.
• Ability to work at a computer station for an extended period.

Supervision Received:

• General Supervision and specific assignments are typically received from and reviewed by the Recreation, Arts & Culture Director.
• Duties are performed with limited independence requiring the exercise of discretion, sound judgment, and initiative.
• Work is reviewed for compliance with generally accepted operational practices, established departmental policies and standards, and through conversation, observation, analysis of reports, recommendations, and results achieved.

To apply send your resume attached via email to: employment@balharbourfl.gov.